A. Unified Procurement Services Team, The Unified Procurement Services Team (“UPST”) is established and under the direction of the Chief Procurement Officer and is responsible for the implementation of the Standards applicable to the University’s campuses and the President’s Office and shall manage and conduct purchasing activity as set forth herein. All decisions made by the Department with respect to Goods and/or Services,…, B. Other Group Purchasing Organizations (GPOs), University Personnel responsible for procurement and purchasing shall inform themselves of prices and specifications of items available through Group Purchasing Organizations (“GPO”), including but not limited to the Commonwealth of Massachusetts, Operational Services Division (“OSD”) and the Massachusetts Higher Education Consortium (“MHEC”). GPO contract price agreements may be utilized…, C. Contracting, Purchase Method Requirements, and Additional Approvals, The required methods for procurement are specified in Section III, set forth in Table 1. Certain Goods and/or Services have more restrictive requirements, controls, and approvals as set forth under Section II(C)(2) and Section II(D). Any purchase that includes multiple categories of items purchased shall be governed by the most restrictive requirements. Specific Approvals Required for Certain…, D. Real Property, Procurements involving Real Property shall always require a Real Property Agreement, and must comply with the Capital Planning, Land and Facilities Use Policy ( T93-122 , as amended).
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A. Definition, A Competitive Procurement shall include the consideration and evaluation of the Contractor’s abilities to provide the required goods or services at the best over-all value to the University consistent with the necessary specifications, quantities, quality, durability, availability, serviceability, and other factors affecting the use of the good or service by the University. The Competitive…, B. Requirements, A Competitive Procurement is required for purchases of any Goods and/or Services for which the Cost per year equals or exceeds ten thousand dollars ($10,000), except for those purchase transactions identified in Table 3 Exceptions to Competitive Procurement. The Chief Procurement Officer has the authority to waive the Competitive Procurement requirement in exigent circumstances that may include,…, C. Competitive Procurement Waiver, When a Competitive Procurement is required per the Policy or these Standards, a procurement without a RFX may be awarded subject to the approval of a written “No Bid Justification” by the Chief Procurement Officer of the University or designee. The No Bid Justification must include the benefits and circumstances for purchasing without Competitive Procurement, or the reasons why a Competitive…, D. Proof Concepts/Trials, Highly technical and complex purchases of equipment, software, and certain technical services may not be ideally suited for traditional RFXs or “paper based” evaluations; i.e., appropriate diligence and evaluation may require actual hands-on use, or for services, actual experience with the processing. Proof of concepts and trial agreements are agreements between the University and a Contractor to…
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A. The General Counsel, or an attorney in the Office of the General Counsel as the General Counsel may determine, shall review and determine legal acceptability of the following Purchase Agreements prior to execution as set forth in the Policy and as further set forth below. Review by the Office of the General Counsel under the Policy and these Standards is in addition to any other internal…
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The Chief Procurement Officer shall be consulted regarding any interpretation or application of the Policy or these Standards. The Chief Procurement Office shall consult with the Office of the General Counsel for further guidance if necessary or appropriate. Subjects of consultation may include, without limitation, review and advice for any aspect of procurement, including development of RFXs,…
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Goods, Type of Procurement Fiscal Year $ Limit Competitive Bids/ Sourcing Requirement ( see note 2 ) Contract Requirement (PO required for all) ( see note 1 ) Purchased on Existing UMass, UPST-approved GPO, or OSD Contract Any Amount N/A Purchase Order Linked to Existing Contract Not purchased on Existing UMass, UPST-approved GPO, or OSD Contract Less than $10k N/A (Best Over-all Value) Purchase Order…, Services, Type of Procurement Fiscal Year $ Limit Competitive Bids/ Sourcing Requirement Contract Requirement (PO required for all) Purchased on Existing UMass, UPST-approved GPO, or OSD Contract Any Amount N/A in most cases (contract must be applicable to services being procured-contact UPST for questions) Purchase Order Linked to Existing Contract Not purchased on Existing UMass, UPST-approved GPO, or…, Notes for Goods/Services Tables, A No-Bid Justification is REQUIRED if a purchase does not comply with the Competitive Procurement criteria listed in the table above. Applicable UMass Purchase Agreement shall mean the UMass Contract for Services or Master Services Agreement, as defined in Article I, Section B(12) of the Administrative Standards for the Procurement Policy. UMass SVP for A&F Notification Required for…, Information Technology (Hardware), Type of Procurement Fiscal Year $ Limit Competitive Bids/ Sourcing Requirement ( see note 1 ) Contract Requirement (PO required for all) ( see note 1 ) Purchased through UPST VAR program, MHEC, or OSD Contract (“Contract”) Less than $300k Any supplier on UPST VAR program Purchase Order linked to Contract Purchased through UPST VAR program, MHEC, or OSD Contract (“Contract”) $300k & Over…, Information Technology (Software and/or SaaS), Type of Procurement Data Questions IT Security Review Required Fiscal Year $ Limit Competitive Bids/ Sourcing Requirement Contract Requirement (PO required for all) Purchased through UPST VAR program, MHEC, or OSD Contract (“Contract”) No to All Data Questions No Less than $10k Any supplier on UPST VAR program Purchase Order linked to Contract Purchased through UPST VAR program, MHEC, or OSD…, Notes for Information Technology Tables:, A No-Bid Justification is REQUIRED if a purchase does not comply with the Competitive Procurement criteria listed in the table above. Please see the UMass Board of Trustees approved Procurement Policy for additional clarification. Construction (Note: Tradework needs must be confirmed with your campus Facilities Department.), Construction, Note: Trade Work ( see note 2 ) needs must be confirmed with your campus Facilities Dept Option Fiscal Year $ Limit Competitive Bids/ Sourcing Requirement Contract Requirement (PO required for all) ( see note 1 ) N/A Less than $10k (Combined cost of Labor and Materials) ( see note 2 ) N/A (Best Over-all Value) Purchase Order Required with attached Scope of Work 1 ( see note 5 ) Greater than $…
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Type of Procurement Purchase Agreement Required Additional Approval Required Any purchase of Goods and/or Services where the Contractor has access to University Sensitive Data Purchase Order and Purchase Agreement (CFS) Data Management Agreement ( see note 2 ) Commodity Approver ( see note 1 ) Construction See Table 1 Commodity Approver ( see note 1 ) Furniture Purchase Order Commodity Approver…, Notes for Table 2:, Commodity Approval as defined by Campus May be required by Campus Commodity Approvers Purchase Agreement may be required if Contractor requires the acceptance of additional Contractor terms and conditions
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Type of Procurement Purchase Agreement for Goods with a total Cost of less than or equal to $9,999.99 per fiscal year Purchase Agreements for Services with a total Cost of less than or equal to $49,999.99 per fiscal year Software maintenance renewals when purchased from the manufacturer of the software Hardware maintenance renewals when purchased from the manufacturer of the hardware Renewals of…
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Approved Categories Advertising Postage/Freight Athletic Officials Provider Payments (Medical)1 Donations Registrations Fees/Licenses Royalty Payments Fuel Stipends Funeral Home/Coroner ( see note 1 ) Subscriptions Gifts/Prizes/Awards Telecom Honorariums Temporary Help Services Human Subjects Uniforms Legal Fees/Settlement Utilities Membership Fees Visa Applications Moving – Lab/Office Waste…, Notes for Table 4:, UMass Chan Medical School Only
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Updated: June 1, 2024, 1. Introduction, The purpose of the University of Massachusetts Bank Card program (the UMass Bank Card respectively) is to provide an efficient means to procure allowable business related goods, pay for business related travel expenses, and provide a mechanism for emergency purchases for suppliers that do not accept a purchase order., Definition:, The terms Supervisor and/or Manager are used interchangeably throughout this document. This role is responsible for reviewing cardholder’s expense transactions, and receipts. and the supervisor/manager must have the ability and responsibility of initiating HR actions if there is misuse of University funds. This person does not necessarily need to be the PeopleSoft HR supervisor or manager but was…, UMass Policies, Standards, and Procedures including:, University Procurement Policy University Business and Travel Expense Policy UMass Bank Card Standard, Department internal procedures, Funding sponsor requirements, 2. How It Works, The UMass Bank Card is a commercial credit card. The card works in much the same way as your personal credit card except the monthly statement amount is paid for by the University. Each card has specific spending limits and card controls: single purchase limit amount spending limit amount per month approved merchant category code (MCC) Each time a vendor enters the cardholder’s card number for a…, 3. Eligibility and How to Apply for a UMass Bank Card, A UMass Bank Card may be issued to a any individual that the University has issued an employee identification to, who: Has a frequent need to make purchases on behalf of their department. Has the approval from their Department Supervisor or Manager with the authority over the department budget. Has completed the required UMass Bank Card training. The employee must complete and e-sign the…, 4. Cardholder Responsibilities, UMass Bank Cards are issued for the exclusive use and responsibility of the specific individuals to whom they have been issued. The cardholder shall not authorize another University employee to use their card. Allowable charges incurred on the UMass Bank Card are a University liability. It is the cardholder’s responsibility to ensure their UMass Bank Card is safeguarded from loss, theft, or…, immediately, to the issuing bank of the UMass Bank Card and the Bank Card team via email to upst@umassp.edu. Lost/stolen messages should be marked as ‘urgent’. Cardholders are responsible for submitting all required receipts for all UMass Bank Card purchases into Concur. These receipts should be submitted with the cardholder’s allocated transactions within thirty days. All submitted reports are subject to…, A Missing Receipt Form is required for each line item for which a corresponding required receipt is missing., Excessive use (more than 3 in any 12-month period) of the Missing Receipt Form risks in the termination of the cardholder’s UMass Bank Card. If bank card transactions are not allocated/submitted on an expense report in Concur within 90 days of the transaction date the cardholder risks temporary suspension of the card until all transactions are in compliance with policy. Purchases made for the…, 5. Supervisor Responsibilities, Supervisors are responsible for confirming all transactions are allowable, legitimate business purposes. The supervisor shall also confirm there is no MA state sales tax being charged to the University. When approving the cardholder’s transactions in Concur, the supervisor is confirming they have performed a thorough review, and all transactions are in accordance with the UMass Bank Card Standard…, 6. Restricted Items, The following items, should not be purchased, using the UMass Bank Card: Alcoholic beverages - Please Refer to the Business & Travel Expense Policy and appropriate campus approvals matrix for specific campus allowability (section 1.03) Amazon Prime accounts Animals Any item prohibited by State or University policy Capital equipment (greater than $5,000) Cash advances of any type Cell phones Computers, laptops, tablets, and hard drives…, 7. Typical Purchases, Purchases can be made for the individual cardholder or to meet the department needs, provided the card is not shared. The following represents common, allowable, purchases for UMass Bank Cards, when not available, through BuyWays: Airline tickets. Books Conference registrations Food for University functions Fuel for State car or rental for University business. Institutional dues and memberships (only if vendor requires a credit card payment) Lodging Postage/Shipping Reprints of journal articles Vehicle rental for University business, 8. Foreign Expenditures, The UMass Bank Card may be used for the purchase of, tangible goods, from foreign vendors or if a faculty/staff member will travel to a foreign country. However, the BuyWays system should be the primary way to purchase software and services (defined below). Furthermore, using the UMass Bank Card to purchase software and services from foreign vendors is prohibited due to potential United States tax implications. If, however, the vendor refuses to accept a purchase…, Software and Services, Software Royalties/Licenses- This includes the rights to use images, art or text, music or music files, and other intellectual property. Web based services/software as a service (SaaS)- This includes subscriptions/memberships. Publishing services if the location of the services is not defined. Prizes/Awards/Human Subject Payments Services provided by foreign vendors within the United States- This…, 9. How to Activate the Card, UMass Bank Cards must be activated upon receipt by the Cardholder. Cardholders can either call the issuing Bank directly using the number listed on the back of the card to activate or go online. Cardholders will also need to create a pin number for the chip and pin card. Only a cardholder may retrieve this pin so the pin must be something the cardholder will remember. If the pin is forgotten, the…, 10. How to Use the UMass Bank Card, Prior to making a purchase, the cardholder must: Be sure that there is sufficient budget available for the purchase. Verify if the purchase can be made utilizing BuyWays instead of the UMass Bank Card Check the list of restricted items to ensure the purchase is for an allowable item. Be sure that the total amount of the purchase (including shipping) will not exceed the card’s applicable limit.…, 11. Sales Tax Exemption, The University is exempt from paying Massachusetts state sales tax for the purchase of goods delivered or picked up in Massachusetts, and, in most instances, from other states as well. It is the responsibility of the cardholder to ensure that sales tax is not charged when the University is exempt when making a purchase with the UMass Bank Card. The sales tax exemption number must be given to the…, 12. Receipts, Each transaction is required to have a corresponding receipt. The only exception to the receipt requirement would be receipts for travel related items (parking, tolls, taxi, etc.…) that are under $25.00, this is consistent with the Business and Travel Expense Standard. Receipts include the transaction’s proof of purchase (charge slips, cash register receipts, invoices, or packing slips that note…, 14. Disputing a Transaction, The cardholder is responsible for follow-up with the vendor in the event of erroneous charges, disputed items within 30 days of the transaction. Disputed billing can result from failure to receive goods, misuse, fraud, defective merchandise, duplicated charges, incorrect amounts or unprocessed credits. The vendor should always be contacted first in attempting to resolve disputes. If the issue…, 15. Audits, UMass Bank Card expenditures are subject to audit by internal and/or external auditors. The UMass Bank Card team will review transactions to ensure the cardholders and supervisors are following the UMass Bank Card Standard as required. Any non-compliance noted by the UMass Bank Card Auditor will be recorded in the UMass Bank Card Audit file for the cardholder with repercussions based on the…, 16. Misuse of the UMass Bank Card, The Board of Trustees has issued a Policy Statement on Fraudulent Financial Activities ( Doc. T00-051 , adopted August 2, 2000). Cardholders assume the responsibility for the protection and proper use of the UMass Bank Card. The following are a few specific examples of “misuse” of the UMass Bank Card:, Examples of personal misuse:, Purchases made for the sole personal benefit of the employee, whether through a vendor or directly. Assignment or transfer of an individual’s card to another person. Use of card to purchase restricted commodities, or for purchases that are inappropriate for the account charged., Examples of administrative misuse:, Lack of proper and timely expense allocation of the individual cardholder’s account. Excessive use of the Missing Receipt Form. Failure to respond to requests for more information on transactions from the UMass Bank Card Manager or UMass Bank Card Auditor. Failure to monitor and correct budget errors that arise on bank card transactions. UMass Bank Card activity is monitored by the UMass Bank…, 17. Cancellation, Suspension or Revocation of Cards, In the event that it becomes necessary to cancel a UMass Bank Card, the cardholder must surrender the card to the department head who will destroy the card and notify the UMass Bank Card team to close the account immediately. The department shall provide written notification to the UMass Bank Card team that the card is to be cancelled on a specific date along with an explanation why the card is…, 18. Lost or Stolen Cards, The cardholder must immediately report a lost or stolen card to the issuing bank. Representatives are available 24 hours a day, 7 days a week. For any lost or stolen cards, the cardholder must also inform the UMass Bank Card team within 24 hours. Please contact the UMass Bank Card team by emailing UPST directly. If the card has fraudulent charges, the bank will send the cardholder a form to begin…, Doc. T92-031, Appendix A, as amended | Procurement Policy, Passed by the Board of Trustees June 3, 1992 Revised: December 4, 1996 August 7, 2002 June 12, 2008 June 8, 2011 September 17, 2014 December 15, 2021
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December 12th, 2024, Added Residency filter to overall filtering Updated financial aid dataset to include specific Campus, State, and Federal programs Added toggle by Residency/Career to Total Financial Aid by Funding Source visual Added toggle by College/Department to the Summary Analysis Enrollment Change visual Added Residency filter and new visual of Credits by Student's Major to the Tuition Revenue Dashboard
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